TexasBarBooks FAQs

How Do I Modify the Word Forms Using the TexasBarBooks Navigational Toolbar?

 

The information below includes tips on modifying the digital download's forms using the TexasBarBooks Navigational Toolbar (included with some digital downloads; see the current list).

If you prefer, you may view many of these tips as video tutorials instead.

Not all parts of the forms that must be modified by the user are designed for manipulation using the toolbar. See the general overview of how the forms are set up for user manipulation. Also, although the toolbar is compatible with Word on Windows only, you may still modify Word forms without the toolbar by using tools inherent in Word on Windows, Word for Macintosh, or WordPerfect.

Also see the general note and important caveat about the Word forms' instructions set as red, hidden text intended to be manipulated by the toolbar.

The information below is separated into the following categories:


How to access the TexasBarBooks Navigational Toolbar

  • Finding the toolbar

    If the toolbar is installed on your computer, you should see the "TBB Forms" tab on the ribbon at the top of your Word window.

    toolbar installed
    The "TBB Forms" tab on the Word ribbon.

    Click the "TBB Forms" tab to have the ribbon show the toolbar's buttons (the "Show Instructions" button, the "Hide Instructions" button, etc.).

    With Word versions 2013 and later, to see all of the ribbon's tabs, including the "TBB Forms" tab if the toolbar installed, Word must be in Edit Mode. If Word is instead in Read Mode, only the "File," "Tools," and "View" tabs will be visible. To switch to Edit Mode, click the "View" tab, and in the drop-down menu that should appear, select "Edit Document."

    Word 2013 Read Mode
    Word 2013 in Read Mode. To switch to Edit Mode, select View > Edit Document.
    Word 2013 Edit Mode
    Word 2013 in Edit Mode, with the "TBB Forms" tab selected and the ribbon showing the toolbar's buttons.
  • If the toolbar didn't install

    If you suspect the toolbar did not install properly, or if it did not install at all, try to determine if one of the following might be the source of the trouble:

    • The digital download was installed without full administrative privileges. If you suspect this is the source of the trouble, contact your system administrator. If either you or your system administrator are able to grant your computer full administrative privileges, the digital download may be completely installed again, this time with full privileges. Any files previously installed will simply be replaced with fresh copies, and the toolbar should be able to install.

    • The digital download was installed on a network using a computer other than yours, but the toolbar was not installed on your computer. If you suspect this is the source of the trouble, contact your system administrator. If you are the system administrator and you're unsure of how to install the toolbar on your network's additional computers, see the separate instructions for installing the Navigational Toolbar on network computers.

    • The copy of Word on your computer is cloud-based (such as with MS Office 2016 or Word 365). The toolbar will be installed only when the digital download installation file finds a compatible version of Word installed on the computer, and cloud-based versions of Word are installed on an external server instead of on the individual computer. The toolbar must be manually installed for cloud-based versions of Word.

    • Your copy of Word is not a version compatible with the Navigational Toolbar (see the digital download software requirements).

    If none of the above resolve the issue, but you are using a digital download designed for use with the toolbar and you are using Word on Windows, you may install the toolbar manually.


Manipulating bracketed variables using the "Next [Fill-in]" button

Most of the digital downloads' forms include variables as bracketed text that the user must replace with the specified information (e.g., "[name of seller]" or "[date]"); delete or include (e.g., "[include if applicable: optional language]" or "child[ren]"); or choose between (e.g., "[is/are]").

Use the toolbar's "Next [Fill-in]" button to advance to the next bracketed variable.

  • Substitution and simple keep/discard variables

    If the bracketed variable is a substitution variable, the variable and its surrounding brackets should automatically be selected, and you can simply type or paste in the desired replacement text.

    Next Fill-in replacment
    The "Next [Fill-in]" tool selecting a bracketed replacement variable.

    Hint: Some word processors include the Paste Special option of pasting only the text from an outside source and not carrying over that source's text formatting. So if pasting the desired information into the document from an outside source instead of typing the information in from scratch, to have the pasted text take on the text style of the destination document's surrounding text instead of keeping the source document's text style, first copy the desired information from the source document; then, in the destination document, select the bracketed variable, including the surrounding brackets; and then use the Paste Special option of Text Only.

    Word Paste Text Only
    Word's Paste Special option of Keep Text Only.

    If the bracketed variable is a simple keep/discard variable (one without the instruction "include if applicable:," such as with "child[ren]"), the variable and its surrounding brackets should automatically be selected. To keep the text, either place your cursor next to each surrounding bracket and manually delete it or, after the "Next [Fill-in]" button has selected/highlighted the entire optional text and its surrounding brackets, simply retype the text inside the brackets (which will end up eliminating the brackets themselves). To discard the bracketed text instead, after the "Next [Fill-in]" button has selected/highlighted the entire optional text and its surrounding brackets, simply press your keyboard's Delete or Backspace key.

    Next Fill-in simple keep or discard
    The "Next [Fill-in]" tool selecting a bracketed simple keep/discard variable.
  • Select option(s) variables

    If the toolbar's "Next [Fill-in]" button advances to a bracketed variable that includes multiple options to choose between, the toolbar should present you with a pop-up window for selecting the desired option. Choosing an option and clicking the window's "OK" button should retain only the selected option and discard any other options, the separating slashes, and the surrounding brackets.

    Next Fill-in selection
    The "Next [Fill-in]" tool with the "Select Option(s)" pop-up window.
  • Keep/discard variables

    If the bracketed variable is one with the instruction "include if applicable:" and should therefore be discarded or included, the toolbar should present you with a pop-up window for choosing between discarding and keeping the variable text. If you choose to discard the highlighted text, the entire bracketed variable will be deleted. If instead you choose to keep the text, only the surrounding brackets and the "include if applicable:" instruction will be deleted, but the other text inside the brackets will be retained.

    Next Fill-in keep or discard
    The "Next [Fill-in]" tool with the "Keep/Discard" pop-up window.

Showing, hiding, and otherwise manipulating the red, hidden-text instructions

See the general note and important caveat about TexasBarBooks Word forms' instructions set as red, hidden text intended to be manipulated by the toolbar.

  • Showing the instructions

    To set the instructions to visible, click the toolbar's "Show Instructions" button.

    hidden text
    Example of a form showing red, hidden text.

    Note: Even if the instructions are set to visible and can be seen on your screen, they will not print if the toolbar is set to not print instructions. To set the instructions to print, click the toolbar's "Printable Instructions" button.

  • Hiding the instructions

    To prevent the instructions from appearing while viewing the form in Word, click the toolbar's "Hide Instructions" button.

    Note: Even if the instructions are set to hidden and are not visible on your screen, they will still print if the toolbar is set to print instructions. To set the instructions to not print, click the toolbar's "Don't Print Instructions" button.

  • Permanently deleting the instructions

    After a form has been modified for the given scenario and is considered complete, the red, hidden-text instructions may be globally deleted by clicking the toolbar's "Delete Instructions" button.


Selecting and copying clauses for pasting into other documents

Some TexasBarBooks forms manuals include forms that are compilations of clauses (e.g., form 5-6 in the Texas Real Estate Forms Manual, "Consideration Clauses"). These compilations of clauses allow the user to choose from a number of specialized clauses to add to or swap out with content of another form. When viewing one of these compilations of clauses in Word, the toolbar's "Clause Selector" button allows the user to sort through the clauses, select the appropriate clause, and copy the text of the clause for pasting into another document.

hidden text
The toolbar's "Clause Selector" tool.

To launch the "Clause Selector," click that button on the toolbar.

To browse the form's contents by clause title or by clause number, select the appropriate option in the upper left-hand portion of the Clause Selector window.

To copy the desired clause's text for pasting into another document, highlight the title or number of the clause in one of the Clause Selector window's left panes and click the window's "Select & Copy Clause" button. The clause text will then be saved to your computer's clipboard and may be pasted into the desired document by placing your cursor at the desired location in that document and clicking Word's Paste button (or pressing Ctrl + P on your keyboard).

Note that when a clause title or clause number is selected in one of the left panes of the Clause Selector window, that clause's text and instructions are visible in the window's right panes.


TexasBarBooks Contact Information

(800) 204-2222, ext. 1499
(512) 427-1499 (in Austin)
books@texasbar.com